With the Purchases list by product you can see, summarized per product, how much of each of your products you have procured, based on your incoming invoices. The list shows neither invoices nor individual invoice items, but a single row for every product: the total procured quantity, the average purchase unit price and the total value calculated from them. This lets you quickly answer which product you bought the most of, what you usually pay for it, and how significant the procurement of a product is within your total procurement.
The list has no status of its own, and it does not filter by the status of the incoming invoices either: items of invoices that are not yet closed (drafts) are counted as well. Items with a negative quantity reduce the total quantity. If there is no result for the given filter, the message The results list is empty or contains no items to display appears in place of the table, together with the possible reasons (for example modify the search or go back to the first page).
Click Main menu / Procurement / Purchases list by product and the list opens with the Search tab selected. The pager above and below the table shows the page number and the total number of results (e.g. 1 - 10 / 113). Important: this total is not the number of products but the number of the invoice items behind them, so the pager can show more than the number of products actually in the list (see the Frequently asked questions section). The screenshots were taken from the Hungarian demo interface, so the Hungarian labels are given in parentheses in the image descriptions.
On the Search tab you find two filters: in the Product/Item number field you can enter a part of the product name or the exact item number, and with the Document date field pair you can specify a period from date to date. You apply the set conditions with the Search button. The Expand button is inactive on this page.
One row means one product. The system calculates the values of the row from the incoming-invoice items of the product. The meaning of the columns:
A concrete example from the screenshot: you have procured 379 pieces of the product CERUZA01 in total, the average unit price is 4 321,56 Ft, so the Total value is 379 × 4 321,56 = 1 637 870,10 Ft (the system multiplies with the average before rounding, so there can be a difference of a few forints compared to the displayed values).
Important: the average is calculated per item, not weighted by quantity. If you bought a product, for example, once 1 piece for 2 000 Ft and another time 20 pieces for 500 Ft, the average price is (2 000 + 500) / 2 = 1 250 Ft and the Total value is 21 × 1 250 = 26 250 Ft, while the amount actually paid is 1 × 2 000 + 20 × 500 = 12 000 Ft. So the Total value is an estimate, not the actual sum of the invoices. For the amount actually paid use the items of the Purchase list.
On the Actions tab, choose XLSX lista from the Download menu and the list is downloaded as an Excel file. The download uses the filters set on the Search tab and contains all results, not just the page you are currently looking at. If you only need the procurement of a given period or product, set the filter first and download the file only after that.
On the View and layout tab you set how the list is displayed for you:
If you want a summary overview of a product without leaving the list, first select the row in the table (click any of its columns), then click the Product card button on the Actions tab. The pop-up window has three tabs (Product card, Product data, Files). On the Product card tab, under the item number and name of the product, you see the physical, reserved, available and incoming stock (Physical stock, Reserved stock, Available stock, Incoming stock), the stock broken down by warehouse and location code, and the selling and purchase price. With the buttons above (Product data sheet, Warehouse stock, Stock history, Customer orders, Stock reservation, Price list, Historical price list, Historical warehouse stock) you can open the related detailed lists.
You can view the procurement of the selected product item by item with the Purchase list button of the Actions tab. In the Procurement block of the pop-up window you see in every row the Document number of the incoming invoice (if you click the number, the invoice opens in a new tab), the Partner company name, the Date, the Quantity, the Net unit price in the currency of the invoice, the Net average price in forints and the Status. The Total row at the bottom of the table adds up the quantities. In the header of the block, All items is the view you are currently looking at, while Outgoing invoices, Incoming invoices and Retail sales open the corresponding list filtered to the product in a new tab. The window shows only items with the status Draft and Closed, so the quantities you see here can differ from those summarized in the list.
If you want to find out how much you spent on a product in a given quarter, enter the first and last day of the quarter in the Document date field, filter for the product and check the items in the Purchase list window. The Total value is only an estimate; you can calculate the actual cost from the quantities and unit prices of the items. If you want to analyze the whole list, you can take it to Excel with Download / XLSX lista.
The columns of the list and their meaning. The check mark means that the column is visible by default, the dash means that you can switch it on only in the View and layout / Oszlopok setting:
| Column | Visible by default | Description |
|---|---|---|
| Name | The name of the product with its unit of measure (for example Ceruza 1.00 darab). | |
| Item number | The item number of the product. | |
| Quantity | The quantity of all incoming-invoice items of the product added up. Items with a negative quantity reduce the sum. | |
| Selling price | The average net unit price of the items in the default currency (not a weighted average). Despite the name of the header it is a purchase price. Rounded to two decimals and shown with the currency sign. | |
| Total value | Average unit price × total quantity, in the default currency. An estimated value, not the actual sum of the invoices. | |
| Value | The same average unit price as in the Selling price column, but without formatting and currency sign. | |
| Árrés (%) (margin) | Can be selected in the Oszlopok window, but currently no value is calculated for it on this list, so it appears empty. | |
| Termék azonosító (product ID) | The internal identification number of the product. | |
| Termék cikkszám (product item number) | The item number of the product as a separate column. | |
| Terméknév (product name) | The name of the product without the unit of measure. | |
| Termék VTSZ (product customs tariff number) | The customs tariff number (VTSZ) of the product. | |
| Deviza jel (currency sign) | The sign of the default currency (for example Ft) in which the prices are shown. |
The Purchases list by product appears under Main menu / Procurement only if the module is assigned to your user. If you cannot find it, ask your system administrator to check the module assignment of your user.
The total of the pager counts the incoming-invoice items matching the filter, while the table merges them per product. A product can have many items, so the number you see in the pager is higher than the actual number of products. In the screenshot there are 113 items for the search ceruza, but they belong to only two products. Because of this, later pages can be empty; in that case go back to the first page.
The label of the column is currently Selling price in the system, but the value shown for it is the average net unit price of the items of the incoming invoices, that is, a purchase price. If you set your own set of columns, the same value appears under the name Value. You find the selling price in the Product card (Selling price block) and on the price lists.
The Total value is the average unit price multiplied by the total quantity, and the average gives equal weight to every item, it is not weighted by quantity. If you bought a product at different prices in different quantities, the Total value differs from the actual cost (see the numeric example in the Step by step section). In addition, items recorded in another currency appear converted to the default currency, and the items of draft invoices are included as well. For the exact cost use the items of the Purchase list window.
The list contains only products of which there is at least one non-deleted incoming-invoice item under the given filter conditions (for example in the Document date period). If you have not procured a product with an invoice yet, or it appears only on a supplier order, it does not appear here. The Product/Item number field searches any part of the name, but you have to enter the item number exactly, a partial item number is not found.
In the View and layout / Sorting window you can select a column and a direction, but on this list the setting currently does not change the order of the rows. If you need a specific order (for example descending by Total value), download the list with XLSX lista and sort it in Excel.
Two things can cause it. First, the list applies the Document date filter, while the Purchase list window shows all items of the product regardless of the period. Second, the list sums the non-deleted items regardless of status, while the window shows only items with the status Draft and Closed. For a comparison, clear the date filter and take the status of the items into account.
Both buttons open for the product selected in the table. First click a row of the table so that it is selected, and only then click the button you want on the Actions tab. If no row is selected, the button does not know for which product it should open the window.
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